PowerSchool ERP Payroll and Human Resources
PowerSchool ERP Payroll and Human Resources
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eFinancePlus Human Resources Fiscal Year End Checklist

This checklist is designed as a quick guide to walk through the Human Resources Fiscal Year End process. Please refer to the Fiscal Year End Processing and Human Resources for detailed information on the options used during Fiscal Year End processing.

Some of the Human Resources Fiscal Year End tasks MUST be completed AFTER the final pay run for the ending Fiscal Year AND BEFORE processing the first payroll of the new Fiscal Year.

PowerSchool recommends that backups are completed at specific steps during the Fiscal Year End processing. For hosted customers, a nightly backup is completed and available if needed.

General Notes

The Human Resources Fiscal Year End Checklist includes the HR and Payroll steps required to close one Fiscal Year and begin the next. The steps in this checklist are presented in the order recommended by PowerSchool. However, each customer/district may perform the steps in the order that matches their business practices.

Step Coordination

Tasks within the Human Resources Checklist should be coordinated with the Fund Accounting Fiscal Year End process to ensure they are completed correctly.

Fiscal Year End Planning

Several areas should be reviewed before beginning the Fiscal Year End process to determine which steps are needed and what changes should be made. This may include:

  1. Does the district encumber payroll and benefits?

  2. Does the district use the Summer Pay Fiscal Year Accruals process?

  3. Are payrolls processed after 7/1 posted to the current (closing) or next (new) Fiscal Year?

  4. Are there contracts that are paid through the summer?

  5. Which job classes does this affect?

  6. Do employees start new contracts/salary changes on the first payroll of the new Fiscal Year?

  7. Which job classes does this affect?

  8. Does the district use Position Control?

  9. Does the district have employees on Leave?

  10. Does the district have employees on a salary schedule who should not be stepped?

  11. Are the employee benefits / deductions changing with the Fiscal Year?

  12. Have any changes to benefits / deductions been loaded to Future Changes?

  13. Have the Human Resources Reference Tables been updated for Job Classes?

  14. Have Calendars, Salary Schedules, and Pay Codes been updated?

Key Reports

Human Resources > Reports > Periodic

  • 941 Quarterly Federal Tax Return

  • Current, Monthly, or Quarterly Salary Data

  • Monthly Deduction Register

  • Monthly Deduction Summary

Human Resources > Reports > Personnel

  • Job Class Inventory

  • Earnings Analysis

  • Employee Assignment by Class


Steps

  1. Future Changes Reference Tables

    • Using the Future Changes Reference Tables, you can add and change table records in advance, rather than waiting for a specific date to enter them. The system stores the entries in a batch file until you are ready to post them.

    • Update the following Human Resources Reference Tables as needed for the next Fiscal Year: (Human Resources > Reference Tables > Future Changes)
      • Deductions
      • Tax Tables (if applicable)
      • Job Classes
      • Salary Schedules

  2. Deduction Changes (Human Resources > Reference Tables > Future Changes > Deductions)

    • Using the Future Changes options, you can add and change table records in advance, rather than waiting for a specific date to enter them.

    • Using the Future Changes Deductions page, you can add and change deduction and benefits information in advance and post them on a specified date.

    • Import

      • The Import Future Deductions page allows you to load future deductions records from files stored on your computer. See the Import Future Deductions documentation for details and file requirements.

    • Load

      • The Load process copies deductions from Human Resources > Deductions into the batch Future Deductions table. Records can then be manually updated as needed.

  3. Tax Table Changes (Human Resources > Reference Tables > Future Changes)

    • Update any Federal, FICA, Local, or State Tax Codes as needed for the Fiscal Year change. This is most common for those with a January 1 Fiscal Year start.

  4. Future Job Class Updates (Human Resources > Reference Tables > Future Changes > Job Classes)

    • Use this option to enter job classes that are effective on a future date, for example, in the next fiscal or school year. These will be posted on a later date.

    • Update Future Job Classes with updated Calendars, Salary Schedules, Default Deductions, and Pay Codes as needed.

      • Tip: Update Job Classes before running Update New Year Rates

  5. Salary Schedule Updates

    • There are two options to update Salary Schedules for the next Fiscal Year End: Importing into Future Changes or Maintaining Schedules through Salary Negotiations.

      1. Human Resources > Reference Tables > Future Changes > Salary Schedules

        • Salary Schedules can be loaded from a file on your computer using the Import menu item. The system stores your entries in a batch file until you post them. You can modify or delete the records at any time prior to posting the batch. After your final pay run of the Fiscal Year, you can use the Post option to copy these changes from Future Changes to the Salary Schedule reference table.

      2. Human Resources > Entry & Processing > Salary Negotiations > Maintain Schedules

        • Maintain Schedules can be used to add, change, delete, and display Salary Schedules

          • No Change – create a schedule with no increase

          • Increases – Create Negotiation Increases

          • Apply amount, percentage, or both

            • Can use positive and negative numbers

            • Apply these to scheduled projections

            • For details on this process, please see the Maintain Schedules documentation.

  6. Update Benefit Charge Override- (Human Resources > Reference Tables > Benefit Charge Override)

    • The Benefit Charge Override can be copied from one year to the next or imported from a spreadsheet for the next Fiscal Year.

      • Copy

        • From the Benefit Charge Override screen, select Copy from the menu bar. This screen will allow override records to be copied to the next Fiscal Year.

      • Import:

        • From the Benefit Charge Override screen, select Import to load new year records from a file stored on your computer.

  7. Update Deduction Liability Override - (Human Resources > Reference Tables > Payroll > Deduction Liability Override)

    • If the district is using the Full Account Format, then set up the Deduction Liability Override for the next Fiscal Year if in use. Skip this step if not in use.

  8. Calendar Updates - (Human Resources > Reference Tables > Payroll > Calendars)

    • Calendars can be copied from an existing record or imported from a spreadsheet for the next Fiscal Year.

      • Copy:

        • From the Calendar screen, select Copy from the menu bar. This screen will allow calendars to be copied from an existing record with a new Calendar Type, Description, Start and End and Pay Start and Pay End Dates. You can also copy Holidays, Non-Work Days, and Weekend Work Days, or manually update them for the next Fiscal Year.

      • Import:

        • From the Calendar screen, select Import to load new year Calendar records from a file stored on your computer.

  9. Effective Date Changes / Employee Deduction Updates

    • Using the Effective Date Changes (Human Resources > Periodic Routines > Periodic Processes > Effective Date Changes) options, you can add and change table records in advance, rather than wait for a specific date to enter them. Using the Effective Date Changes Deductions page, you can add and change employee deduction and benefits information in advance and post them on a specified date.

    • Manual Changes

      1. Manually enter any changes that are needed that will not be imported using any of the tools below.

    • Import Deductions

      • The Import Employee Deductions page allows you to load future employee deduction records from files stored on your computer. See the Import Employee Deductions documentation for details and file requirements.

    • Post EAC Annual Enrollment ( Employee Access Center > Administration > Annual Enrollment Post)

      • Post records from the Annual Benefits Enrollment process in Employee Access Center to Effective Date Changes in eFinancePlus. For additional information on this process, see the Annual Enrollment Post documentation.

    • Import Benefits Interface ( Human Resources > Periodic Routines > Benefits Interface)

      • The Benefits Interface option allows Employee Deductions and Benefits to be loaded from a file. These records are loaded to Effective Date Changes. For additional information on this process, see the Benefits Interface documentation.

  10. Human Resources Reports

    • Run all necessary reports before clearing any monthly, quarterly or fiscal balances.

      • Export Pay Rates to Excel from the Employee Pay Rate screen so have documentation of historical pay rates prior to changes.

  11. Payroll History Process

    • Payroll History is used to capture and review employee pay rates, payroll amounts, and deductions. Saving a Payroll History record captures a snapshot of the employee’s history as of the date specified. This tool can be accessed in two ways:

    • Human Resources > Payroll > Pay Run Processing > Menu Option Payroll Snapshot
      Main Menu > Human Resources > Periodic Routines > Periodic Processing > Payroll History

    • It is recommended that Payroll History be captured prior to running the Fiscal Year End Steps

  12. Clear Quarterly and Monthly Balances - ( Main Menu > Human Resources > Periodic Routines > Clear Monthly / Quarterly)

    • Clear Quarterly and Monthly balances on employee records via the Payroll Processing window or the Periodic Processing menu in Human Resources.

  13. Human Resources Fiscal Process - ( Main Menu > Human Resources > Periodic Routines > Year End > Fiscal Processing)

    • This task will reset the fiscal-to-date column on employee Earnings, Withholdings and Deduction records

  14. Post Future Changes
    Human Resources > Reference Tables > Future Changes
    After the final payroll of the Fiscal Year, Future Changes can be posted.
    • Deductions
    • Federal Tax Codes
    • FICA Tax Codes
    • Job Classes
    • Local Tax Codes
    • Salary Schedules
    • State Tax Codes

  15. Post-Effective-Date Changes - (Human Resources > Periodic Routines > Periodic Processing > Effective Date Changes)

    • Post

      • After the final payroll of the Fiscal Year, Effective Date Changes can be posted to employee records via the Post menu option in Effective Date Changes.

      • Effective Date Changes should be posted before running Update New Year Rates.

  16. Update Pay Rates with Position Control- ( Human Resources > Entry & Processing > Salary Negotiations > Non-Scheduled Salaries)

    • Update any employee pay rates that change at the Fiscal Year End. This may include manual adjustments, non-scheduled increases, effective date changes, and auto-stepping employees.

      1. Non-Scheduled Salaries ( Human Resources > Entry & Processing > Salary Negotiations > Non-Scheduled Salaries)

        • Non-scheduled increases or decreases can be entered for Pay Rates that do not use Salary Schedules. These increases can be entered by amount or percent and are completed by Job Class.

      2. Effective Date Changes (Human Resources > Periodic Routines > Periodic Processing > Effective Date Changes)

        • Current Employee Pay Rates may be updated in Effective Dates Changes and Posted. New pay rates cannot be added through this option.

      3. Auto-Step Employees (Human Resources > Entry & Processing > Salary Negotiations > Auto-Step Employees)

        • Use this option to advance selected employees to the next steps on their salary schedules. Auto-stepping also updates employees' Pay Rate records with new schedules and calendars that you have assigned to their job classes. Be sure any updates to salary schedules have been posted prior to running the Auto-Step Employees process.

    • Sign up for the 23.10 Future Pay Rates (Without Position Control) seminar for more information on how to use Future Pay Rates.

  17. Future Pay Rates for 23.10 without Position Control

    1. Sign up for the 23.10 Future Pay Rates (Without Position Control) seminar for more information on how to use Future Pay Rates.

  18. Update New Year Rates ( Human Resources > Periodic Routines > Year End > Update New Year Rates)

    • Use this option to update employee Pay Rate records for the new Fiscal Year. This process will apply new salary schedules, resets calendar dates, and sets employee Paid-to-date values to zero. Run

    • Update New Year Rates to reset dates, salaries and contract balances on employee pay rate records as needed. For additional information on this process, see the Update New Year Rates documentation.

    • This step can be skipped if the pay rate information was already updated through the Future Pay Rates functionality.

  19. Liquidate Payroll Encumbrance ( Human Resources > Periodic Routines > Periodic Processing >Liquidate Payroll Encumbrances)

    • Use this option to clear payroll encumbrances in the Fund Accounting System. This process creates Journal Entries to reset the system’s Payroll Reserve for Encumbrance and Encumbrance Control accounts to zero. This process must be completed before the Fiscal Year End Process > Update Ledgers has been run in Fund Accounting and after the final payroll of the Fiscal Year.

  20. Position Control (Human Resources > Entry & Processing > Position Control)

    • If the Position Control module is used, update position charging information as needed.

  21. Payroll Distribution (Human Resources > Periodic Routines > Payroll Distribution)

    • Use this option to update accounts that are used for distributing employee payroll charges. The system looks at the Organization Chart’s Prior Year Organization fields. For addition information on this process, see the Payroll Distribution documentation.

    • Tip: This procedure must be completed after the last payroll of the year and before the first payroll of the new year. This step is only needed if you have made changes to the Organization Chart for the new year.

  22. Leave Maintenance

    • eFinancePlus accommodates five types of Leave Accruals. (Anniversary, Monthly, Fiscal, Pay Period and Pay Hours).

    • As leave is earned and taken, the employee’s leave bank balance, taken and earned fields will be updated.

    • Periodically, these fields may need to be reset. This is accomplished by running the Attendance Rollover and Fiscal Accrual options.

  23. Attendance Rollover ( Human Resources > Periodic Routines > Year End > Attendance Rollover)

    • The Attendance Rollover option will roll over leave for the next year, and optionally delete attendance based on the criteria entered.

    • Run the Employee Leave Balances Report (Human Resources > Reports > Payroll > Employee Leave Balance) to record the leave balances prior to making any additional changes.

  24. Leave Accrual

    • The following options can be used to accrue employee leave, based on the accrual method defined in the Leave Codes reference table.

      • Fiscal Accrual (Human Resources > Periodic Routines > Year End > Fiscal Leave Accrual)

        • This option accrues leave for Leave records with an accrual type F – Fiscal.

      • Human Resources > Payroll > Payroll Processing > Clear Balances (option 3)

      • Monthly Accrual

        • This option accrues leave for Leave records with an accrual type M - Monthly

    • Anniversary, Pay Period and Pay Hours

    • Leave records with these accrual types are calculated during the Payroll Processing Procedures automatically by the system based on the Leave Code Table.